Position Summary

The Executive Office Coordinator will provide administrative and project support to the CEO. The incumbent will also support governance administration for the SMFM Board of Directors, Executive Committee (EC) and the Foundation Board of Directors. The incumbent will also provide excellent customer service to members and leadership of the Society, and perform other duties as assigned. Estimate 20 hours per week.


To perform this job successfully, a satisfactory candidate would be able to perform each of these essential functions at a satisfactory level. Other essential and non-essential functions may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Governance and Board-Related Activities

  • Work with the CEO and incoming Presidents to schedule SMFM Board and Executive Committee meetings, plus the Foundation Board schedule. 
  • Develop and distribute Board/EC meeting materials, including meeting minutes.
  • Provide virtual and onsite support (i.e., logistics, A/V, recording proceedings, etc.) for Board Meetings.
  • Coordinate the volunteer disclosure of interest process for the Boards and EC.
  • Support the committee appointment process and Board of Directors nominations.
  • Document and maintain relevant processes and SOPs.
  • Support the CEO with updates to the Bylaws and required membership voting for any amendments.
  • Research best practice in governance models among other professional societies.
  • Lead staff liaison to the Professional Conduct and Ethics Committee.

Administrative Support to the CEO/Executive Office

  • Support the CEO’s calendar and appointments as requested.
  • Support expense identification and receipt collection for corporate credit card.
  • Process Board of Directors expense coding and reimbursement for interim Board Meeting and other in-person events/meetings.
  • Participate in the staff team to decommission the office and move to fully remote.
  • Support the CEO and Senior Executive Team in logistics and administration for strategic planning with the Board of Directors.




These describe the minimum level of qualifications needed for an individual to perform the essential functions of the position including education, licensure or certification, and any measurable, job-related experience.

  • Computer/System Skills: MS Office
  • Education: Bachelor’s degree (preferred) or four (4) years of equivalent work experience.
  • Experience: 1 to 3 years of experience including prior experience serving as an executive assistant OR 2 to 4 years in customer service.
  • Experience working in a professional association or similar non-profit with a Board.
  • Excellent written and verbal communication skills.
  • Excellent organization and prioritization skills.


  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Knowledge of business principles involved in resource allocation, production methods, and coordination of people and resources.
  • Skill in organizing, planning, and prioritizing work; developing specific goals and plans to prioritize, organize, and accomplish work.
  • Skill in coordination; adjusting actions in relation to others' actions. 
  • Skill in active listening; giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Skill in reading comprehension; understanding written sentences and paragraphs in work related documents.
  • Skill in writing; communicating effectively in writing as appropriate for the needs of the audience.
  • Skill in speaking; talking to others to convey information effectively.
  • Ability to take direction from multiple sources.
  • Ability to develop constructive and cooperative working relationships with internal staff and external stakeholders and maintaining them over time.
  • Ability to analyze information and evaluate results to choose the best solution and solve problems.
  • Ability to balance multiple assignments and follow standard procedures to accomplish assigned tasks.
  • Ability to manage projects from implementation to execution.
  •  Ability to seek out and learn new information as needed to complete assigned projects and optimize workflows.
  • Ability to work on routine tasks independently and confer with supervisor on complex work assignments or unusual work situations.
  • Ability to work effectively and productively in a small staff environment and remote work environment.

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